Supplier Product Catalogue Data Matching

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Main Menu > Inventory Control > Supplier Product Catalogues > Supplier Product Catalogue Data Matching

The Supplier Product Catalogue Data Matching program allows users to perform five different functions with the data available in Supplier Product Catalogues via the five tabs. These tabs are Possible Product Matches, Possible Incorrect Matches, Possible UOM/CVF Problems, Cost/RRP Changes and Possible Discontinued Products.

All records loaded into the five tabs on this screen will start with a clip1856 icon in the left most column. Records still showing with the icon will be ignored and unaffected when the Update Selections buttons is pressed and therefore will be displayed again the next time this screen is recalculated. Only items marked with a clip1857 , clip1858 or a clip1859 will be affected when updating. This allows users to progressively work on the items in each tab, updating as they go, over a period of time.

PLEASE NOTE: It is recommended that users deal with the data in each tab left to right one at a time, and use the Update Selections button to save the changes made in each tab prior to moving onto the next one. This process will ensure that all corrections to the BBS product masterfile are saved to data prior to any prices being imported from the supplier product catalogues.

Recalc:

When the screen is first opened, the recalc screen will appear to allow users to select a single supplier or all suppliers.

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Possible Product Matches

The Possible Product Matches tab allows users to match supplier product catalogue entries to existing products in BBS in an effort to add additional secondary supplier records onto the matched products. Using stripped OEM codes (ie Manf Part Numbers with all non-alpha numeric characters removed), BBS will attempt to find products where a secondary supplier record could possibly be added to products from the supplier product catalogues and will display the possible matches in this screen.

Supplier Product Catalogue Data Matching - Possible Product Matches Tab Screen

	Recalc (F3) - Recalculates the possible matches, or allows changing the supplier if a single supplier was selected. Last Calc - Date, time and user of last recalc performed.
	Search - Allows users to search for a keyword to filter the list (eg. part of a product description)
	Show Matches Marked as Incorrect - When ticked, previous matches marked as incorrect will also be displayed.
	Displays a list of possible product matches found in supplier product catalogues. The BBS product masterfile is the source of the data displayed in BLUE, and the supplier product catalogue entry is the source of the data displayed in BLACK. •Product - Displays the BBS product code, and the SKU or Manf Part No. •Supplier/Catalogue - Displays the supplier and product catalogue the supplier's data shown is from. •Manf Part / Supp Item - Displays the Manf Part Number the match was made with, and the supplier's item code from the product catalogue. •Description (BBS / Supp) - Shows the BBS Product Description followed by the supplier's Product Description. Where 30% or less of the words in the the BBS description and Supplier's description match, the description will be highlighted RED. •Desc Match % - The percentage of words that match in the BBS Product Description and the supplier's Product Description. Where 30% or less of the words in the BBS description and Supplier's description match, the percentage will be highlighted RED. •UOM (BBS / Supp) - Displays the BBS UOM followed by the supplier's UOM •CVF - Displays the conversion factor between the BBS UOM and Suppliers UOM. This can be altered by clicking Change Purch UOM/Conversion Factor (F7) where the units of measure are different. •Cost (BBS / Supp) - Displays the BBS cost followed by the supplier's cost. •Cost % Diff - Displays the percentage difference between the BBS cost price and the supplier's cost price. Where the cost price differs less than 40% or greater than 90%, the cost percentage will be highlighted RED. This could indicate a unit of measure difference that needs to be catered for by clicking Change Purch UOM/Conversion Factor (F7) and entering a different purchasing unit of measure and a conversion factor.
	BBS Product - Displays the BBS product code and description. UOM - Displays the BBS unit of measure. Cost - Displays the cost in BBS. Supp Product - Displays the supplier product code and description. UOM - Displays the supplier's unit of measure. Cost - Displays the supplier's cost. Manf Part No - Displays the manufacturers part number. Desc Match % - Displays the percentage of words that match in the BBS Product Description and the supplier's Product Description. Cost Diff % - Displays the percentage difference between the BBS cost price and the supplier's cost price.
	Accept Match - Accept Match will accept that the products match and the unit of measure and conversion factor are correct.
	Change Purch UOM/Conversion Factor (F6) - Navigates users to Supplier Catalogue Matching - Change UOM/CVF screen allowing users to update the purchasing unit of measure and conversion factor for this supplier where the supplier's unit of measure is different to the unit of measure in BBS. This screen then shows the calculated supplier cost and cost difference % after the conversion factor has been applied.
	Mark as Incorrect Match (F7) - Marks the selected product as an incorrect match (ie two products with the same Manf Part No but are different items). This is saved in the system from then on. Users can review items marked as incorrect matches at any time by unticking Show Matches Marked as Incorrect.
	Global Inventory Enquiry (F9) - Navigates users to Global Inventory Enquiry for the selected product.
	Supplier Product Catalogue - Navigates users to Supplier Product Catalogue Enquiry for the selected product.
	Update Selections - Updates products accepted, adds secondary supplier records as required, and records any matches marked as incorrect so that they do not show up as possible matches in the future.

Possible Incorrect Matches

The Possible Incorrect Matches tab scans all product data in BBS for primary and secondary supplier product records that can be matched to a product in a supplier catalogue and reports any descriptions that are below a 30% word match. This screen can be used to find products that have been previously matched to a supplier part number incorrectly.

Supplier Product Catalogue Data Matching - Possible Incorrect Matches Tab Screen

	Recalc (F3) - Recalculates the possible matches, or allows changing the supplier if a single supplier was selected. Last Calc - Date, time and user of last recalc performed.
	Search - Allows users to search for a keyword to filter the list (eg. part of a product description)
	Show Matches Marked as Correct - When ticked, previous matches marked as correct will also be displayed.
	Displays a list of possible incorrect product matches found by matching BBS products to supplier product catalogue records. The BBS product masterfile is the source of the data displayed in BLUE, and the supplier product catalogue entry is the source of the data displayed in BLACK. •Product - Displays the BBS product code, and the SKU or Manf Part No. •Supplier/Catalogue - Displays the supplier and product catalogue the supplier's data shown is from. •Manf Part / Supp Item - Displays the Manf Part Number the match was made with, and the supplier's item code from the product catalogue. •Description (BBS / Supp) - Shows the BBS Product Description followed by the supplier's Product Description. Where 30% or less of the works in the the BBS description and Supplier's description match, the description will be highlighted RED. •Desc Match % - The percentage of words that match in the BBS Product Description and the supplier's Product Description. Where 30% or less of the words in the BBS description and Supplier's description match, the percentage will be highlighted RED. •UOM (BBS / Supp) - Displays the BBS UOM followed by the supplier's UOM •CVF - Displays the conversion factor between the BBS UOM and Suppliers UOM. This can be altered by clicking Change Purch UOM/Conversion Factor (F7) where the units of measure are different. •Cost (BBS / Supp) - Displays the BBS cost followed by the supplier's cost. •Cost % Diff - Displays the percentage difference between the BBS cost price and the supplier's cost price. Where the cost price differs less than 40% or greater than 90%, the cost percentage will be highlighted RED. This could indicate a unit of measure difference that needs to be catered for by clicking Change Purch UOM/Conversion Factor (F7) and entering a different purchasing unit of measure and a conversion factor.
	BBS Product - Displays the BBS product code and description. UOM - Displays the BBS unit of measure. Cost - Displays the cost in BBS. Supp Product - Displays the supplier product code and description. UOM - Displays the supplier's unit of measure. Cost - Displays the supplier's cost. Manf Part No - Displays the manufacturers part number. Desc Match % - Displays the percentage of words that match in the BBS Product Description and the supplier's Product Description. Cost Diff % - Displays the percentage difference between the BBS cost price and the supplier's cost price.
	Remove Supplier Details - Allows users to remove the supplier details where the products do not match. Where the supplier is the primary supplier, the supp item code and cost will be removed from the product, however where the supplier is a secondary supplier, the secondary supplier record for that product will be removed entirely.
	Mark as Correct Match (F7) - Clicking Mark as Correct Match will accept the match and hide it from showing in the future as a possible incorrect match.
	Global Inventory Enquiry (F9) - Navigates users to Global Inventory Enquiry for the selected product.
	Supplier Product Catalogue - Navigates users to Supplier Product Catalogue Enquiry for the selected product.
	Update Selections - Removes supplier details from products marked as incorrect matches and records any matches marked as correct so that they do not show up as possible incorrect matches in the future.

Possible UOM/CVF Problems

The Possible UOM/CVF Problems tab scans all product data in BBS for primary and secondary supplier product records that can be matched to a product in a supplier catalogue and reports any cost price variances less than 40% and greater than 80%. This screen can be used to find products that have been previously matched to a supplier part number but the unit of measure and conversion factor have not been correctly entered, or where a supplier has changed their unit of measure on their product catalogue.

Please note – Promotional supplier catalogues aren’t included in this scan.

Supplier Product Catalogue Data Matching - Possible UOM/CVF Problems Tab Screen

	Recalc (F3) - Recalculates the possible matches, or allows changing the supplier if a single supplier was selected. Last Calc - Date, time and user of last recalc performed.
	Search - Allows users to search for a keyword to filter the list (eg. part of a product description)
	Show UOM/CVF Marked as Correct - When ticked, previous records marked as having the correct UOM/CVF where a large cost difference still exists will also be displayed.
	Displays a list of possible unit of measure and conversion factor products found by matching BBS products to supplier product catalogues. The BBS product masterfile is the source of the data displayed in BLUE, and the supplier product catalogue entry is the source of the data displayed in BLACK. •Product - Displays the BBS product code, and the SKU or Manf Part No. •Supplier/Catalogue - Displays the supplier and product catalogue the supplier's data shown is from. •Manf Part / Supp Item - Displays the Manf Part Number the match was made with, and the supplier's item code from the product catalogue. •Description (BBS / Supp) - Shows the BBS Product Description followed by the supplier's Product Description. Where 30% or less of the words in the the BBS description and Supplier's description match, the description will be highlighted RED. •Desc Match % - The percentage of words that match in the BBS Product Description and the supplier's Product Description. Where 30% or less of the words in the BBS description and Supplier's description match, the percentage will be highlighted RED. •UOM (BBS / Supp) - Displays the BBS UOM followed by the supplier's UOM •CVF - Displays the conversion factor between the BBS UOM and Suppliers UOM. This can be altered by clicking Change Purch UOM/Conversion Factor (F7) where the units of measure are different. •Cost (BBS / Supp) - Displays the BBS cost followed by the supplier's cost. •Cost % Diff - Displays the percentage difference between the BBS cost price and the supplier's cost price. Where the cost price differs less than 40% or greater than 90%, the cost percentage will be highlighted RED. This could indicate a unit of measure difference that needs to be catered for by clicking Change Purch UOM/Conversion Factor (F7) and entering a different purchasing unit of measure and a conversion factor.
	BBS Product - Displays the BBS product code and description. UOM - Displays the BBS unit of measure. Cost - Displays the cost in BBS. Supp Product - Displays the supplier product code and description. UOM - Displays the supplier's unit of measure. Cost - Displays the supplier's cost. Manf Part No - Displays the manufacturers part number. Desc Match % - Displays the percentage of words that match in the BBS Product Description and the supplier's Product Description. Cost Diff % - Displays the percentage difference between the BBS cost price and the supplier's cost price.
	Accept Match - Allows users to mark a large cost variance as correct and accept the current purchasing unit of measure and conversion factor.
	Change Purch UOM/Conversion Factor (F6) - Navigates users to Supplier Catalogue Matching - Change UOM/CVF screen allowing users to update the purchasing unit of measure and conversion factor for this supplier where the supplier's unit of measure is different to the unit of measure in BBS. This screen then shows the calculated supplier cost and cost difference % after the conversion factor has been applied.
	Global Inventory Enquiry (F9) - Navigates users to Global Inventory Enquiry for the selected product.
	Supplier Product Catalogue - Navigates users to Supplier Product Catalogue Enquiry for the selected product.
	Update Selections - Updates units of measure and conversion factors where applicable, and records any accepted matches with large cost variances so that they do not show up again unless the BBS cost, supplier cost or supplier's UOM changes in the future.

Cost/RRP Changes

The Cost/RRP Changes tab allows users to view products for suppliers with a supplier product catalogue in BBS that have been flagged in Vendor Masterfile Maintenance to update future costs, update sell prices and/or update promotional prices, for any products where a cost or pricing update may be required.

Supplier Product Catalogue Data Matching - Cost/RRP Changes Tab Screen

	Recalc (F3) - Recalculates the possible matches, or allows changing the supplier if a single supplier was selected. Last Calc - Date, time and user of last recalc performed.
	Search - Allows users to search for a keyword to filter the list (eg. part of a product description)
	Displays a list of possible product matches found in supplier product catalogues. The BBS product masterfile is the source of the data displayed in BLUE, and the supplier product catalogue entry is the source of the data displayed in BLACK. •Product - Displays the BBS product code, and the SKU or Manf Part No. •Supplier/Catalogue - Displays the supplier and product catalogue the supplier's data shown is from. •Manf Part / Supp Item - Displays the Manf Part Number the match was made with, and the supplier's item code from the product catalogue. •Description (BBS / Supp) - Shows the BBS Product Description followed by the supplier's Product Description. Where 30% or less of the words in the the BBS description and Supplier's description match, the description will be highlighted RED. •Desc Match % - The percentage of words that match in the BBS Product Description and the supplier's Product Description. Where 30% or less of the words in the BBS description and Supplier's description match, the percentage will be highlighted RED. •UOM (BBS / Supp) - Displays the BBS UOM followed by the supplier's purchasing UOM in BBS for the product. •CVF - Displays the conversion factor between the BBS UOM and purchasing UOM in BBS for this supplier for the product. •Price Type - The price type to be updated in BBS (for example, Future Cost, Standard Sell Price, Promo Cost Price etc). •Price (BBS / Supp) - Displays the BBS cost followed by the supplier's cost. •Price % Diff - Displays the percentage difference between the current BBS and the supplier's price. Where the price differs less than 40% or greater than 90%, the price percentage will be highlighted RED. This could indicate a unit of measure difference that needs to be catered for prior to updating a cost or sell price.
	BBS Product - Displays the BBS product code and description. UOM - Displays the BBS unit of measure. Price - Displays the current price in BBS. Supp Product - Displays the supplier product code and description. UOM - Displays the supplier's purchasing unit of measure in BBS. Price - Displays the current price in the supplier's catalogue. Manf Part No - Displays the manufacturers part number. Desc Match % - Displays the percentage of words that match in the BBS Product Description and the supplier's Product Description. Price Type - The price type to be updated in BBS (for example, Future Cost, Standard Sell Price, Promo Cost Price etc). Price Diff % - Displays the percentage difference between the BBS price and the supplier's price.
	Update Price (F5) - Allows users mark the prices to update.
	Global Inventory Enquiry (F9) - Navigates users to Global Inventory Enquiry for the selected product.
	Supplier Product Catalogue - Navigates users to Supplier Product Catalogue Enquiry for the selected product.
	Update Selections - Updates the prices for records that have been marked to update.

Possible Discontinued Products

The Possible Discontinued Products tab allows users to view products where the supplier item code in BBS does not appear on a supplier product catalogue for suppliers. This screen can be used to find products that a supplier is no longer stocking, a product that has been discontinued by a manufacturer, or the supplier has changed their item code for a product.

Where the product catalogues imported for a supplier do not contain the complete range of products available from the supplier, the products for this supplier should be ignored in this tab.

Supplier Product Catalogue Data Matching - Possible Discontinued Products Tab Screen

	Recalc (F3) - Recalculates the possible matches, or allows changing the supplier if a single supplier was selected. Last Calc - Date, time and user of last recalc performed.
	Search - Allows users to search for a keyword to filter the list (eg. part of a product description)
	Displays a list of products for suppliers with imported supplier product catalogues where the products do not appear in the suppliers catalogues. •Product - Displays the BBS product code, and the SKU or Manf Part No. •Supplier/Supp Item - Displays the supplier and whether the supplier is the primary or secondary supplier of the product. •Manf Part / Supp Item - Displays the Manf Part Number the match was made with, and the supplier's item code. •Description (BBS) - Shows the BBS Product Description •Cost (BBS) - Displays the BBS cost for this supplier. •Other Supps - Displays the number of other supplier records linked to this product in BBS
	BBS Product - Displays the BBS product code and description. UOM - Displays the BBS unit of measure. Cost - Displays the cost in BBS. Manf Part No - Displays the manufacturers part number.
	Remove Supplier Details (F5) - Allows users to remove the supplier details where the products do not match. Where the supplier is the primary supplier, the supp item code and cost will be removed from the product, however where the supplier is a secondary supplier, the secondary supplier record for that product will be removed entirely.
	Mark Product as Discontinued (F7) - Allows users to mark the product as discontinued/obsolete in BBS but retains supplier details for future reference.
	Global Inventory Enquiry (F9) - Navigates users to Global Inventory Enquiry for the selected product.
	Update Selections - Removes supplier details from products as required, and marks products as discontinued/obsolete as required.

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